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Last Updated on October 31, 2019

Get What Matters Done by Scheduling Time Blocks

Get What Matters Done by Scheduling Time Blocks

The demands on our time are greater now than ever before. With information coming at us faster than we can digest it, responsibilities handed to us faster than we can handle them and communication moving at breakneck speed, finding ways to fit as much as possible into your day is a daunting task to say the least. But there is a way to get more done of what you want and need with less distraction, and it’s a strategy that you likely employ for some things already.

You have to schedule stuff. Not just the appointment-specific stuff, but all of the stuff that matters. You can do that by scheduling time blocks.

The one great equalizer that all of humanity has is time. No one has twenty-five hours in their day; we all have twenty-four. How we choose to use those hours is what separates us. By scheduling the stuff that matters (from the urgent to the crucial), you’ll be spending those hours far more wisely. In addition, you’ll be living your days proactively rather than reactively.

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As a writer, I have always made time for writing – specific time, in fact. I have blocked out entire days to do most of what I write and on other days I’ve set aside an hour or tow of uninterrupted time to do the same. But I have found that setting aside blocks of time for writing isn’t enough. I need to set aside time for specific types of writing. There’s blocks of time for my work here at Lifehack, there’s blocks of time for my fiction writing, there’s blocks of time for my personal writing and there’s blocks of time for when I am working on my book project. That’s what I have to do to ensure that I get all of my writing done during the week, and it keeps me focused on the area I’m supposed to be writing on rather than the very broad category of simply “writing” that I’ve used in the past. Narrowing the category down to the specifics has boosted my productivity by keeping me on track and allowing me to fulfill all of my writing needs.

Scheduling: It Isn’t Just For Work Anymore

Oh, and scheduling blocks of time doesn’t just have to involve work-related stuff. I was having coffee with a friend this week and he told me that he blocks out every week a set amount of time to have coffee with me. That’s brilliant. It creates a standing appointment for him that he knows is coming, and it’s something he enjoys doing and doesn’t want to let it slide. During our coffee visits we’re able to disconnect from our devices, have stimulating conversations that stay with us well past our time together and enjoy a quality cup of coffee as well. There weekly get-togethers are something I look forward to every week. Their value lies in the company I’m keeping and the time it gives me to recharge my batteries and replenish my creative juices. So I’m scheduling them as well. They are as crucial to me as my writing, so they can’t afford to be missed.

I have also started to block out time for reading, which is crucial to me as a writer who wants to get better at his craft. There’s an excellent post by Randy Murray on why scheduling reading time can be really beneficial.

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Other areas I’ve started to block out times of my day for include:

Homework time with my daughter/Bedtime preparation with my son. My wife and I trade off on this, where she’ll help her out and I’ll get my son off to bed. Either way, that time is sacred and can’t be moved around. Children need to know that their parents are there to help nurture their minds and spirit and they need to learn routines. This time with them offers both.

Date night with my wife. Even if it’s at home watching a movie or reading together quietly, it’s something that promotes a healthy relationship. While it can be moved around, it is something that we’re trying to lock down. It’s a work in progress – much like a marriage.

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Sporting events on television. I do my best to watch every Cincinnati Bengals football game that I can — as painful as that can be. It’s a Sunday ritual that I truly enjoy, so much so that my family knows that when I put on my jersey that it’s time for the game. It’s easier to stick to these days because I’m able to watch most games in the morning on the west coast, and it’s also easier to stick to since I’m a Bengals fan and they rarely play more than 16 times per year.

How to Lock Down Time Blocks

1. Blocked times should scream out at you when you look at your day planner, online calendar or task management solution. Create an online calendar with a title that does this, use a vibrant colour (perhaps your favourite one) and put all of the stuff that you’re blocking out time for in that calendar. If you use paper, use a different colour pen or write in capital letters to make it stand out among your other items. In a task manager, label or flag it somehow with tags or a similar method that highlights it for you. In order for things to not be missed (especially when you first start doing them), you need to make sure that your eyes don’t miss them.

2. Share these times with those who need to know. My wife subscribes to my Google Calendar so that she can see when I’m absolutely indisposed. She knows when I’m busy in an area that’s been blocked out and doesn’t even try to reach me during those times – or try to shift me away from them in any form. Same with other colleagues that I am working with. Whatever pertains to them, I make sure I let them know. If you don’t use an online calendar, simply draft up a standard email that tells people when you’re either available or when you’re not available. I like to use the former because it’s always better to show them when you can be reached rather than when you can’t.

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3. Stick to the blocked times for 30 instances. In order to make this a habit, you need time to let it stick. Repeat the blocked time for 30 instances if you use a digital calendaring solution and make sure you jot them down the same amount of times if you’re using a good old-fashioned paper system. Not only will the blocked times become part of the flow of your week, but you’ll actually discover how crucial these items your blocking out time for are. You’ll also be able to figure out how much time you really need, whether or not that time or day works for you and much more. Consider this an experiment…and you’re the guinea pig.

I don’t use my task management solution to schedule things; that’s what calendar apps are for. I always look at my calendar when I start my day to see what blocks of time are already mapped out for me. That proactive approach keeps me on task – and on target to get all of the stuff that matters to me done each and every day.

Block out time for that stuff and you’ll block out all the distractions that can keep you from getting that stuff done. It’s time well spent – both now and in the future.

Featured photo credit: Emma Matthews Content Production via unsplash.com

More by this author

Mike Vardy

A productivity specialist who shows you how to define your day, funnel your focus, and make every moment matter.

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Last Updated on November 19, 2019

7 Signs That You’re Way Too Busy

7 Signs That You’re Way Too Busy

“Busy” used to be a fair description of the typical schedule. More and more, though, “busy” simply doesn’t cut it.

“Busy” has been replaced with “too busy”, “far too busy”, or “absolutely buried.” It’s true that being productive often means being busy…but it’s only true up to a point.

As you likely know from personal experience, you can become so busy that you reach a tipping point…a point where your life tips over and falls apart because you can no longer withstand the weight of your commitments.

Once you’ve reached that point, it becomes fairly obvious that you’ve over-committed yourself.

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The trick, though, is to recognize the signs of “too busy” before you reach that tipping point. A little self-assessment and some proactive schedule-thinning can prevent you from having that meltdown.

To help you in that self-assessment, here are 7 signs that you’re way too busy:

1. You Can’t Remember the Last Time You Took a Day Off

Occasional periods of rest are not unproductive, they are essential to productivity. Extended periods of non-stop activity result in fatigue, and fatigue results in lower-quality output. As Sydney J. Harris once said,

“The time to relax is when you don’t have time for it.”

2. Those Closest to You Have Stopped Asking for Your Time

Why? They simply know that you have no time to give them. Your loved ones will be persistent for a long time, but once you reach the point where they’ve stopped asking, you’ve reached a dangerous level of busy.

3. Activities like Eating Are Always Done in Tandem with Other Tasks

If you constantly find yourself using meal times, car rides, etc. as times to catch up on emails, phone calls, or calendar readjustments, it’s time to lighten the load.

It’s one thing to use your time efficiently. It’s a whole different ballgame, though, when you have so little time that you can’t even focus on feeding yourself.

4. You’re Consistently More Tired When You Get up in the Morning Than You Are When You Go to Bed

One of the surest signs of an overloaded schedule is morning fatigue. This is a good indication that you’ve not rested well during the night, which is a good sign that you’ve got way too much on your mind.

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If you’ve got so much to do that you can’t even shut your mind down when you’re laying in bed, you’re too busy.

5. The Most Exercise You Get Is Sprinting from One Commitment to the Next

It’s proven that exercise promotes healthy lives. If you don’t care about that, that’s one thing. If you’d like to exercise, though, but you just don’t have time for it, you’re too busy.

If the closest thing you get to exercise is running from your office to your car because you’re late for your ninth appointment of the day, it’s time to slow down.

Try these 5 Ways to Find Time for Exercise.

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6. You Dread Getting up in the Morning

If your days are so crammed full that you literally dread even starting them, you’re too busy. A new day should hold at least a small level of refreshment and excitement. Scale back until you find that place again.

7. “Survival Mode” Is Your Only Mode

If you can’t remember what it feels like to be ahead of schedule, or at least “caught up”, you’re too busy.

So, How To Get out of Busyness?

Take a look at these articles to help you get unstuck:

Featured photo credit: Khara Woods via unsplash.com

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